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Steps to schedule a public Course

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Learn how to schedule a course on at fixed intervals (such as the same day each week) in your accessplanit platform and advertise them through your website and your Learner Portal.

blerb

in bulk.

If you have any Courses that run on a fixed schedule, i.e. every Wednesday evening, or on the first Monday of each month, you can mass schedule the dates for this Course on a recurring basis in one go!

This bulk scheduling not only saves you valuable time, but it also minimises the risk of errors, as you only need to enter your Course settings once. Effortlessly manage your course calendar and ensure consistency across multiple sessions with this time-saving feature.

Recurrance page

Follow this page to learn the steps to schedule a recurring Courses!


(plus) Create Recurring

Class

Courses

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The first step is to create your recurring Courses, you will base this on an existing Course Template to save a lot of time typing in the typical information about each Course.

Expand
titleCreate Recurring Class Courses
  1. Click Profile and then Administration

    Profile - Administration

  2. Depending on which type of Course you would like to create, navigate to Create open the ‘Create Recurring Class Courses' or 'Create Recurring Web CoursesCourses’ option

    Recurring class and web options within administration menu

  3. This will open a new page which asks you to select your Training Provider, Course Template and Override Alias

    Create recurring class curse provision options

  4. Once you select your Course Template, the page will automatically add additional sections that will need to be filled in

    Recurring options filled inImage RemovedRecurring options filled inImage Added

  5. The next section is ‘Scheduling’, Here here you can enter the start Start Time of your Course, the Duration, the Course status Status and which Delivery Method you would like the recurring course to be.

    scheduling section

    You can select whether the duration is in Day’s, Hours or Minutes. The Delivery Method can be either public or in house

  6. Now we need to select the number of minimum and maximum places for our Courseeach of the Course that will be scheduled

    minimum and maximum places

  7. The next section is where you would select your Resources. This includes your Venue and Trainer. Using the ‘Select’ buttons choose your Trainer and Venue. By clicking the Select buttons, this will open a pop up where you can choose your Resources from
    a. Trainer:

    add a resource trainer pop out Image Removed

    b. Venue:

    add a resource venue pop out Image Removed

    It should then look like this:

    , if you would like to pre-assign a Trainer or a Venue use these options to select them

    resource options

  8. Next we need to add the financials for your reoccurring recurring Course. Here , here you can enter the Cost of your Course, the Cost Type and whether its going to be per Delegate, Session, Hours, Day or Delegate Day. You can choose whether it is Tax Exempt or not and if the Expenses are Rechargeable.

    financial options Image Removed

    the define the ‘Cost’ and ‘Cost Type’ for your Courses and you can choose whether the Courses will be 'Tax Exempt'

    financial options Image Added

  9. The next step is to decide whether your reoccurring Course Courses will be Sessional or not. If left un-ticked (Sessional Courses are Courses that are made up of multiple parts), if left unchecked you can move on to Step 9. If you choose to make your Course step 10

    sessional unticked option Image Added

  10. If your Courses will be Sessional then additional information will be required
    a. Un-ticked

    sessional unticked option Image Removed

    b. Additional fields will appear when the box is ticked. From here you can select the Sessional cost Type and the Minimum and Maximum Sessions for this Course.:

    1. Select how you would like to charge for your Sessional Course using the ‘Sessional Cost Type’ options

    2. Select the minimum and maximum Sessions that your Delegates will be able to book onto
      Please note: you can set up / update your Sessions Plan for these Courses after they have been created

      Sessional - ticked - additional fields Image Modified

  11. The next section is to choose whether you want to Advertise your Course or not. You Courses, you can do this by selecting the tick box available.checking the ‘Advertise’ checkbox

    advertise option

    Advertise course in internal accessplanit course search and web results. The Course Template advertise checkbox must also be checked otherwise this Course will not be advertised

  12. Select if you would like the take Waiting List to be enabled or notbookings for these Courses if they become fully booked

    waiting list drop down option

  13. The next sections are based on where you will define the recurrence of the your Course

    recurrance period options Image Removed

    !
    Here you can decide will set when the first Course Recur’s fromwill be scheduled, whether or not it has a date when it will stop recurring, how many Courses you want to create, whether its Dailyyour Courses will be created for each day, weekly etc, the Interval interval between each Course, and whether or not to include weekends.

Interval means that you can choose the number of days, weeks, months, or years that exist between each course instance.

Once all the information has been entered
  1. recurrance period options Image Added

  2. Once you have entered all the information for your Courses, click the ‘Create’ button in the top right corner of the page

    create button Image Modified

  3. A pop up box will appear confirming that the

courses
  1. Courses have been created

    confirmation Courses have been created Image Modified

Top Tip

You may receive a message to inform you that the Venue capacity doesn't match you maximum places, if this appears, just amend the maximum places and the Courses will be created.


🔎 Check over your scheduled Courses

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The second step is to check that your Courses have been scheduled on the correct days, and make any necessary amendments

Expand
titleCheck over your scheduled Courses
  1. From Open the main Navigation Menu, select Courses>CalendarCourses ‘Calendar’ from your main navigation menu on the left

    Course Calendar - Main navigation menu

  2. This will open the your Course Calendar view

    Courses Calendar view

    Use the Calendar View options in the top right corner to change the view to Day, Week, Month and Timeline

  3. You can change your Calendar view by clicking on the ‘Day’, ‘Week’, ‘Month’ and ‘Timeline’ buttons at the top right

    Calendar View options top right

  4. You can also use the arrows in the top left to change the Day/Monthtime frame currently being shown in your Calendar

    view change options top left

  5. You will now see all the Courses available within the view you have chosen (in this case, month view has been selected)

    Calendar view with Courses added Image Removed

    Make sure that if Update your Calendar to show you the Courses that you created using the Recurring tool
    If your recurring Courses are Sessional, make sure that you have turned off unchecked the ‘Hide ‘Hide Sessional Head Course’ Course’ and ‘Hide ‘Hide Sessions of Sessional Course Template’ Template’ checkboxes at the top of your calendar, otherwise your Courses will not show.

    Hide Sessional Head Course and Hide Sessions of Sessional Course Template optionsImage RemovedCalendar view with Courses added Image Added

  6. If you need to make any changes to the a Course date within the calendar, right click on the Calendar entry and select Editthe ‘Edit’ option

    right click - edit - calendar view

  7. A ‘Edit’ The 'Course Details' pop up will appear so that where you can make any changes from hereto your Course, once done, click ‘Save’ in the top right of the pop up box .

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    to apply your changes

    Courses Class pop upImage Added


(tick) Optional: Advertise your Courses

(optional)

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The final step is to advertise your Courses so that they appear for bookings on your website and within your Learner Portal.

Expand
titleAdvertise your Courses
  1. Depending on which Course you wish to Advertise go to Course > Class or WebOpen the ‘Class’ or ‘Web’ Courses DataGrid from your main navigation menu on the left

    Courses - Class main navigation menu

  2. This will open the Courses DataGrid

    Class - Course DataGrid view

    If you do not yet have an existing filter, click

  3. Find the Courses that you want to advertise by applying filters and/or searching the Courses DataGrid

  4. To filter your Courses DataGrid to only show Courses created today:

    1. Click on the ‘Filters’ drop-down button to the right of the filters bar

      Create new filterImage Added
    2. Click on the ‘+ Create New’ option to create a new Filter

      Create new filterImage Added

    3. Create your new filter using the following settings
      'Date Created' - ‘Period’ - ‘Today’

      courses crated today filterImage Added
    4. Click the ‘Preview’ button to check that your filter works as you expect!

      Preview buttonImage Added
    5. To save your Filter for future use, enter a Filter name in the text box next to the green ‘Save’ button

      filter name Image Added
    6. Click on the 'Save' button

      Save button Image Added
    7. Your DataGrid will now only show you Courses that have been created today

  5. To filter your Courses DataGrid to only show Courses for a specific Course Template:

    1. Click on the ‘Filters’ drop-down button to the right of the filters bar

      Create new filterImage Modified
     
    1. Click on the ‘+ Create New’

    option 
    1. option to create a new Filter

      Create new filterImage Modified
     
    1. Create your new filter using the following settings

    :

    1. 'Course Template ID' -

    Is In
    1. ‘Is In’ - select your Course Template

    ID
    Date Created - Period - Today
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    2. Click the ‘Preview’ button to check that your filter works as you expect!

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    1. To save your Filter for future use, enter a Filter name in the text box next to the green ‘Save’ button

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    1. Click on the 'Save' button

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    2. Your DataGrid will now only show you Courses for your selected Course Template

  1. Your DataGrid should now only show you Courses that have been created today and has the Course Template ID you have selected

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  1. datagrid filtersImage Added

  2. Add in your ‘Advertise’ column to show which Courses are currently Advertised and which are not.

a.
    1. To add additional columns into your DataGrid, click on the ‘Change Columns’ button at the top right of the DataGrid results

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 b.
    1. Use the ‘+' button to add new columns in, search for the column you require (Advertise) and click on the 'Apply’ button

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 c.
    1. You will now see the information you need, within your DataGrid

  1. Select all Courses you wish

to Bulk Edit
  1. to set to be advertised, they will have a blue background when they have been selected

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  2. Click the ‘Bulk Edit’ button at the top of the DataGrid

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  3. The first option available that appears when you click Bulk Edit is ‘Advertise’ you will see the little checkbox next to the drop down

. Tick
  1. , check this box

    bulk edit mode - Advertise ticked Image Modified

  2. Click ‘Save’ to apply your Advertise setting to your selected Courses

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  3. You will see that

all
  1. your selected Courses

Selected
  1. are now showing as Advertised

    Class course datagrid advertise column populated Image Modified

Please Note:

Ensure the Course Template advertise ‘Advertise’ checkbox is also ticked otherwise this Course will not be advertised.